What this template is and who it is for
This is an Excel spreadsheet for keeping a register of the Conditional Registration Scheme log books your club issues. It is for the club registrar or whichever authorised person looks after log books.
The Code of Practice asks clubs to take all appropriate measures in issuing, managing and recording log books (clause 2.1(l)) and to keep records of the log books issued for five years (clause 2.39). Many clubs keep this in a ruled book or an ad hoc spreadsheet. The template gives you a consistent layout, works out each book’s expiry and status, and pulls out the two lists registrars are most often asked for: lapsed members still holding a current book, and books due to expire. For the rules behind each column, see our guide to log book rules.
What is in the spreadsheet
The workbook has five sheets: Instructions, Register, Lapsed holders, Expiring soon and Lists.
The Register sheet
One row per log book. Fill in the white columns; the grey columns work themselves out.
| Column | What to enter | Filled in by |
|---|---|---|
| Log book number | The number printed on the book | You |
| Member name | The holder’s name | You |
| Member number | Your club’s number for the member, if you use one | You |
| Financial member | Yes or No (choose from the list) | You |
| Vehicle | Make and model | You |
| Year | Year of manufacture | You |
| Plate | Registration number | You |
| Category | Historic, Left-hand drive, Street rod or Individually constructed | You |
| Issued | Date the book was issued | You |
| Expires | Issue date plus three years | Formula |
| Status | Current, Expired or Cancelled | Formula |
| Cancelled date | Date the club cancelled the book | You |
| Cancellation reason | Resigned, Transferred to another club, Vehicle sold, Registration cancelled, No longer financial, Other | You |
| Check | Warns if a plate has more than one current book | Formula |
| Notes | Anything else | You |
The formulas, using row 2 as the example:
- Expires:
=IF(I2="","",EDATE(I2,36)) - Status:
=IF(I2="","",IF(L2<>"","Cancelled",IF(TODAY()>=J2,"Expired","Current"))) - Check:
=IF(K2="Current",IF(COUNTIFS(G:G,G2,K:K,"Current")>1,"More than one current log book for this plate",""),"")
The Lapsed holders sheet
This sheet lists every current log book held by someone marked as not financial. It is the list you need when following up members who have not renewed, and when preparing the report to the Registrar of members with Scheme vehicles who are no longer financial (clause 2.33). Our guide to lapsed members who still hold log books suggests how to follow them up fairly.
The Expiring soon sheet
This sheet lists current log books that reach their third anniversary in the next 90 days, so you can remind members to apply for a new book.
The Lists sheet
This holds the choices for the Financial member, Category and Cancellation reason columns. Edit it if your club uses different reasons.
How to use it
Start by entering every book currently on issue, then keep the register up to date as you go.
- Download the template and save a copy with your club’s name.
- Enter every log book currently issued, including cancelled books from the last five years if you have the records.
- After renewal season, update the Financial member column for each holder, then check the Lapsed holders sheet.
- When you issue a book, add a row on the day. When you cancel one, enter the date and reason and leave the row in place.
- Check the Expiring soon sheet each month.
- Keep the file somewhere the next registrar can find it, and include it in the committee handover.
Where MemberCrew fits
A spreadsheet works, but it depends on someone keeping the Financial member column in step with renewals. In MemberCrew, log books sit on each vehicle’s record with their history and a status of current, expired or cancelled, and lapsed members still holding log books appear on one list because renewals and log books share the same records. See vehicles and log books, or compare the two approaches in MemberCrew vs spreadsheets.